Procurement Specialist

MAJOR FUNCTIONS:

The Procurement Specialist is responsible for all food sourcing and negotiating, vendor contracts, inventory control, reconciling all invoices and accounts. This role ensures cost-effective purchasing, maintains supplier relationships, and supports operational efficiency while adhering to company policies and compliance standards.

ESSENTIAL FUNCTIONS:

• Responsible for purchasing all orders from food banks, vendors and distributors.
• Negotiate pricing, contracts, and terms with vendors.
• Monitor inventory and coordinate with internal teams to forecast needs.
• Works with Finance Director and Director of Warehouse Operations on all food related invoices and billing reconciliations.
• Maintains database in (PantrySoft) and Excel, of all food purchases along with fluctuating pricing and provides monthly reporting on items and categories.
• Create and manage monthly agency-wide reporting to Community Food Bank, the United States Department of Agriculture, and other food assistance programs as required.
• Tracks total cost of goods and poundage received monthly.
  • Maintains accurate inventory in both warehouses to ensure no interruption of service at pantry sites.
  • Ability to forecast organizational needs for holiday seasons and company growth.
  • Maintain accurate records of purchase orders, pricing, and inventory levels for all sites.
  • Organize bulk purchases.
  • Assess the dollar amount of food collected at special drives.
  • Identify new business opportunities and select suppliers based on quality, cost, and delivery performance.
  • Issue purchase orders and track order status to ensure timely delivery.
  • On site to receive all deliveries in conjunction with warehouse personnel.
  • Resolve discrepancies related to invoices, shipments, or quality issues.
  • Analyze market trends and supplier performance to optimize sourcing strategies.
  • Develop and maintain strong vendor relationships in coordination with Director of Warehouse Operations.
  • Support cost-saving initiatives and process improvements.

REQUIRED EDUCATION & EXPERIENCE:

• • Bachelor’s degree in business administration, supply chain management, supermarket industry experience or related field (preferred)
  • 2–5+ years of purchasing, procurement, or supply chain experience
  • Strong negotiation and communication skills
  • Expertise in inventory management systems and Microsoft Office (especially Excel)
  • Knowledge of procurement processes, contract management, and vendor relations
  • Strong analytical and problem-solving abilities
  • Detail-oriented with strong organizational skills

PREFERRED EXPERIENCE:

• • Experience with inventory management systems
  • Ability to manage multiple priorities in a fast-paced environment
  • Familiarity with cost analysis and budgeting

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• • Office-based with occasional interaction with suppliers and warehouse/operations teams
  • May require periodic travel for vendor meetings or site visits
• Must be available to attend all CFA events. MLK Day of Service, Run Walk, 9/11, Annual Fundraiser and other events as required

Pro-rated PTO based on hours worked.